Accounting Specialist

Accounting Specialist, Onsite

The Accounting Specialist is responsible for supporting core accounting functions, account reconciliations, reporting, and financial analysis. This role ensures accurate financial records and transparent reporting to support management decision-making. Strong attention to detail, analytical skills, and effective cross-functional communication are essential for success in this position.

Accounts Payable and Receivable

• Review vendor invoices for accurate job or cost codes, seek proper payment approvals, match them to purchase orders, and enter them into the accounting system.
• Submit a weekly report to the Finance and Accounting Administrator, providing recommended or required payments for approval.
• Reconcile the company credit cards and create necessary expense reports (diligently matching expenses to their appropriate projects and making sure to allocate entries in the right cost code).
• Deposit customer checks securely and promptly, entering those payments into the accounting system.
• Prepare payroll entry files for the payroll processor as needed.
• Review accounts receivable collections weekly and coordinate with management to collect efficiently.

Reconciliations & Journal Entries

• Reconcile bank and credit card statements and relevant accounts.
• Assist with preparing and posting journal entries to ensure accurate financial records.
• Identify and resolve reconciling items in a timely manner.
• Assist in preparing statistical and financial reports for management review.

Sales Tax & Compliance Support

• Assist with sales tax reconciliations across multiple jurisdictions.
• Prepare and support monthly, quarterly, and annual sales tax filings as required.

Financial Reporting & Analysis

• Assist management with ad hoc financial analysis and reporting requests
• Help ensure expenses are properly classified and aligned with budgetary guidelines.
• Assist team members in completing expense reports and approval requirements in a timely manner.

Cross-Functional Collaboration & Communication

• Work closely with Project Managers, Procurement, and department leaders to resolve accounting issues.
• Assist with clearing WIP.
• Respond to vendor and internal inquiries in a timely and professional manner
• Support the accounting team with additional tasks and special projects as requested by the Controller.

Audit & Accounting Support

• Provide documentation and support for internal and external audits
• Assist in maintaining accurate and well-organized accounting records
• Support continuous improvement of accounting processes and internal controls
• Cover other accounting and finance department positions as needed.

Requirements

• 3+ years of experience in accounts receivable, accounts payable, or a general accounting role.
• 2+ years of experience in an Accounting Assistant role (preferred)
• Familiarity with accounting software and Microsoft Office, including Excel, Word, and Outlook.
• Strong attention to detail and accuracy, excellent communication, problem-solving, and analytical skills
• Ability to manage multiple tasks and meet deadlines.
• Bachelor's degree in Accounting, Finance, or a related field preferred, or equivalent experience.
• Proficiency in accounting software and Microsoft Excel, including Pivot Table experience.
• Strong understanding of accounting principles and practices.
• Excellent attention to detail and accuracy.
• Effective communication skills, both verbal and written.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong analytical and problem-solving skills.
• Experience in reconciliations and financial reporting.
• Knowledge of internal controls and compliance standards.